The table below gives an example of how you might set up sequences, categories, and assignments within Receivables. Your implementation will depend on whether you want to perform any manual entry of document numbers and how many sequences you want to use for your transactions and receipts. Additionally, it will depend on whether you use the Receivables automatic receipts, AutoInvoice, AutoLockbox, and late charge features.
| Sequence Name | Sequence Type | Document Category |
|---|---|---|
| Invoice | Automatic/Manual | Each Invoice Transaction Type |
| Debit Memo | Automatic/Manual | Each Debit Memo Transaction Type |
| Commitment | Automatic/Manual | Each Deposit Transaction Type |
| Commitment | Automatic/Manual | Each Guarantee Transaction Type |
| Chargeback | Automatic/Manual | Each Chargeback Transaction Type |
| Credit Memo | Automatic/Manual | Each Credit Memo Transaction Type |
| Lockbox Receipt | Automatic | Each Lockbox Receipt Method |
| Automatic Receipt | Automatic | Each Automatic Receipt Method |
| Manual Receipt | Automatic/Manual | Each Manual Receipt Method |
| Automatic Adjustment | Automatic | Each Automatic Adjustment Activity (including seeded activities) |
| Automatic Adjustment | Automatic | Each Late Charge Activity |
| Manual Adjustment | Automatic/Manual | Each Manual Adjustment Activity |
If you use the same receipt methods for your lockbox receipts as you do for your manually entered receipts, you must use an automatic sequence for both manual and lockbox receipts, as AutoLockbox requires an automatic sequence. Additionally, if you want to use automatic sequencing with AutoInvoice, you should assign an automatic sequence to the transactions types you assign to your imported transactions.
Below is a list of errors you might encounter if you have set the sequential numbering profile option to either 'Partially Used' or 'Always Used,' but have not set up your document sequences correctly:
No assignment exists for this set of parameters.
You must create an assignment for the document category associated with the transaction you are entering. This is done in the Sequence Assignments window (use the System Administrator responsibility).
Sequential Numbering is always used and there is no assignment for this set of parameters.
You must create an assignment for the document category associated with the transaction you are entering.
The assigned sequence is inactive.
The date of the transaction does not fall within the effective dates of the sequence assignment.
The manual sequence value passed is not unique.
Enter a unique document number for the transaction.